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HomeMy WebLinkAbout2013-03-07 Parks & Recreation Packet - Work SessionKENAI PARKS & RECREATION COMMK WORK SESSION MARCH 7, 2013 CITY HALL COUNCIL CHAMBERS 7:00 P.M. AGENDA 1. CALL TO ORDER & ROLL CALL 2. AGENDA APPROVAL 3. NEW BUSINESS a. Discussion — Review of Structure, Duties, Procedures, and Responsibilities ......................................... .............................Pg 3 4. PUBLIC COMMENTS 5. ADJOURNMENT PLEASE CONTACT US IF YOU WILL NOT BE ABLE TO ATTEND THE MEETING: COREY -- 283 -8231 OR BOB -- 283 -3692 THIS PAGE IS INTENTIONALLY LEFT BLANK MEMO*s "Villaye with a Past, City wit, 210 Fidalgo Avenue, Kenai, Alaska 99611 -7794 1II1[1 Telephone: 907 - 283 -75351 FAX: 907 - 283 -3014 1992 REVIEWED BY COUNCIL/ NO ACTION TAKEN Date: 12-11 C1 ( i 2 TO: Commission, Committee and Council on Aging Members FROM: Rick Koch, City Manager Scott Bloom, City Attorn S!� Sandra Modigh, City Cie DATE: December 12, 2012 SUBJECT: Review of City Commissions, Committees and Council on Aging The City Council has tasked the City Clerk, Attorney, and Manager to analyze the structure, duties, operations, and responsibilities of the City of Kenai's boards, committees, commissions and councils.' The goal is to more accurately identify the duties, roles and responsibilities of each body, provide for enhanced communication between the bodies with the Council and Administration, and suggest any structural modifications that will provide additional support and efficiencies to better serve the public. The final product will likely be a recommendation to change certain code provisions, policies, regulations and/ or by -laws. The first step in this process is to solicit information from the current bodies for consideration. The questions below are intended to be answered by each body after discussion in an open meeting. Any additional specific information regarding the function of each body as to what works well and what does not is appreciated. The Administration intends to attend a meeting of each body for further discussion. Discussion Topics and Questions A. Duties & Responsibilities 1. What are the duties and responsibilities of your group? 2. Should duties /responsibilities be added, deleted or better described? 3. Should some functions be assigned to subcommittees? ' The City's Personnel Board, Board of Adjustment and Board of Appeals will be addressed separately. Review of City Commissions, Committees, Boards and Councils Page 2 of 3 S. Establishment I. Should all groups be established in code with separate but similar operating procedures or by -laws? 2. Are there certain groups that should be eliminated or merged? 3. If some are merged, should they be renamed? 4. Should all groups be titled as committees except for Planning and Zoning? 5. Does the City have too many commissions and committees? C. Memberships 1. Should the number of members of your body be reduced? 2. Should all members be required to be Kenai residents? 3. If groups are merged how would the members be determined? D. Meeting Schedules 1. Should the frequency of meetings be changed? 2. Should all be required to meet at City Hall? E. Attendance 1. What is an excused v. unexcused absence? 2. Is retaining that distinction valuable? 3. Should the body handle absences, or should that fall to the Clerk (with specific direction) or the Council? 4. Do a certain number of absences require removal from the body? If so, who makes that determination? 5. What notice should a member provide if they cannot attend and should notice requirements be different if an absence is excused or unexcused? F. Recruitment and Retention of Committee Members 1. Would reduction of the number of bodies help in member recruitment? 2. Should recruitment for all bodies be consistent? 3. Should the City advertise vacancies in the newspaper or only on city website? G. Council Liaison /Ex- Officio /Recorder 1. What are the duties of the Council Liaison/ Ex- Officio/ recorder? 2. Is it helpful to have these persons attend the meetings? 3. Should their duties and roles expand, contract or stay the same? H. Agendas & Packets 1. Should the order of business on all bodies' agendas be identical? 2. Should meeting material be uploaded to website and be circulated only electronically? 4 Review of City Commissions, Committees, Boards and Councils Page 3 of 3 Annual Training 1. Would you like annual training? 2. What topics would be most helpful? Your participation in this review process is appreciated. Chapter 1.90 STANDARD PROCEDURES FOR BOARDS, COMMISSIONS AND CO... Page 1 of 2 Kenai Municipal Code Up Previous Next Main Collapse Search Print No Frames Title 1 AGENCIES OFFICERS AND EMPLOYEES Chapter 1.90 STANDARD PROCEDURES FOR.BUARDS, COMMISSIONS AND COMMITTEES 1.90.010 Creation. All boards, commissions and committees created by the Council of the City of Kenai, shall consist of seven (7) members who shall be nominated by the Mayor and confirmed by the City Council from applications submitted to the City Clerk. A chairman and vice - chairman shall be selected annually and shall be elected from and by the appointed members. The Mayor and one Council Member elected by the Council as ex- officio members and as consultants of any board, commission or committee, may attend all meetings, but shall have no voting power on the board, commission or committee. A member of Council or City administrative staff shall attend all meetings of boards, commissions and committees and supply staff support. 1.90.020 Duties._ (a) Members of boards, commissions and committees shall be required to establish policies relating to their respective organization. They shall act in an advisory capacity to department heads within the City Administration if there are such departments in the City organization that directly relate to the board, commission or committee. (b) If the board, commission or committee has income stated within the City of Kenai annual budget, said board, commission or committee shall work with the City Manager to establish expenses projected for the year for approval by the City Council. 1.90.030 Qualifications. (a) A member of a board, commission or committee must be a resident of the City of Kenai, unless the board, commission or committee is specifically exempted by Council from this requirement. The member cannot be an officer or employee of the City of Kenai. If any mem her should move his or her residence from the corporate limits of the City of Kenai (if applicable), is an officer or employee of the City of Kenai, or shall be elected or appointed as an officer or employee of the City of Kenai, the service of such member shall terminate immediately. He or she should be aware that he or she will serve without salary, but will be reimbursed for all reasonable expenses incurred in connection with this service, only after approval by Council. (b) The Beautification Committee, and Harbor, Library, and Parks and Recreation Commissions may at the discretion of the Council have(]) up to two (2) non - resident members each; or (2) have one(]) member who does not reside in the City but works at least one - halftime within the City. (Ords.1948- 2002,2320 -2008) 1.90.040 Terms.__ (a) A member of aboard, commission or committee shall serve for a term of three (3) years, unless the board, commission or committee is specifically exempted by Council from this requirement. At renewal date, the Mayor, with consent of the Council, can reappoint the member or recommend a replacement. (b) The terms of the initial board, commission or committee member shall be staggered so that three (3) members will be appointed for one (1) year; two (2) members will be appointed for two (2) years; and two (2) http: / /www.gcode.us/ codes /kenai /View.php?topic =l- 6-90 &showA11 =1 &frames =on 12/27/2012 Chapter 1.90 STANDARD PROCEDURES FOR BOARDS, COMMISSIONS AND CO... Page 2 of 2 members will be appointed for three (3) years. Terms shall commence on January 1 st of each year. 1.90.050 Proceedings. (a) All boards, commissions and committees will have regularly scheduled meetings which shall be open to the public. Exceptions to the meeting requirements shall be established by Council. Permanent records or minutes shall be kept of all proceedings and such minutes shall record the vote of each member upon every question. Every decision or finding shall immediately he filed in the office of the City Clerk and shall be a public record open to inspection by any person. All acts of boards, commissions and committees are subject to the paramount authority of the City Council. (b) If the commission, committee or board member shall be absent, without the body excusing the absence for good cause, from more than one -half of all the meetings of his or her committee, commission or board, regular and special, held within any period of three (3) consecutive calendar months, he or she shall thereupon cease to hold the seat. A commission, committee or board member may not have more than three (3) excused absences during a twelve (12) month calendar year. (c) In all matters of parliamentary procedure, Robert's Rules of Order Newly Revised, I I th Edition, shall be applicable and govern all meetings, unless as specified in KMC 1.15.060 motions; KMC 1.15. 15100, speaking; and KMC 1.15.110, voting. (d) The responsibility of insuring that all members of boards, commissions and committees receive a copy of the Standard Procedures of Boards, Commissions and Committees lies with the City Clerk. (Ords. 1610 -94, 2017 -2003, 2050 -2004, 2140 -2006, 2614 -2012) 1.90.060 Specific requirements of boards, commissions and committees. Requirements of boards, commissions and committees as set forth in KMC 1.90 are general requirements and shall be followed to the extent that they do not conflict with specific requirements found in code sections specifically pertaining to individual boards, commissions and committees. (Ords. 1223, 1239) http:// www .gcode.us /codes/kenai/view.php? topic =l- 17-90 &showAll =1 &frames =on 12/27/2012 KENAI CITY COUNCIL POLICY FOR COM OSSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESSIONS Commission, Committee Board Reavpointment• If, after a term (or consecutive term) of appointment has been completed, a commission, committee or board member would like to be reappointed for an additional term, an application must be submitted to council for consideration and approval. Formation of Subcommittees of Commissions Committees or Boards: A subcommittee of a commission, committee or board may be formed for a specific function if upon review by administration, it is indicated the subcommittee would be a governmental body and a subcommittee of a public entity and if the formation is approved by Council. If a subcommittee is approved by Council, the meetings of the subcommittee must be open to the public; meeting notices shall be posted on the Official City Bulletin Board in Kenai City Hall and on the city website at least five (5) days prior to the meeting; and the meetings may be electronically recorded and the recordings (the official record) stored in the City Clerk's Office. Meeting Schedules: Until further notice, the commission/ committee meeting schedule is as follows: Commission /Committee /Board Meedqg Schedule Scheduled Meeting Days Planning & Zoning Commission Twice monthly January through December, Second & Fourth Wednesdays Library Commission Monthl First Tuesda of the month, Council on Aging Monthly Second Thursday of the month. Beautification Committee Meetings held January, Second Tuesday of the month. April, May, September and October Parks & Recreation Commission Meetings held August, First Thursday of the month. October, December, February and April Airport Commission Monthly Second Thursday of the month. Harbor Commission Monthly First Monday after first council meeting of the month. Advisory Cemetery Committee Monthly Third Thursday of the month. (Sunsets on December 31, 2010. 1. Commission, committees and boards, including Library, Parks & Recreation and Airport Commissions and Beautification Committee, shall meet as Listed above. 2. Council on Aging shall meet monthly at the Kenai Senior Center. 3. Planning & Zoning Commission and the Personnel Arbitration Board is exempted from this meeting directive. 4. Commissions, committees, boards and the Council on Aging may, with the City Clerk's approval and notification of Council and City Manager, hold special meetings (for a specific purpose) on an as- needed basis. 5. Commission, committee and board meetings may be cancelled by the City Clerk, with notification of Council and City Manager, if cancellation is warranted, i.e. lack of agenda items, pre- knowledge of lack of quorum, etc. M KENAI CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESSIONS PAGE 2 6. All commission, committee and board meetings (except Council on Aging) will be held at Kenai City Hall and begin at 7:00 p.m. Council on Aging meetings will be held at the Kenai Senior Center and begin at 4:30 p.m. Exceptions for subcommittee meetings may be made with advance notice to and approval by the City Clerk. 7. Any additional commissions, committees, or boards formed will be set and incorporated into the following meeting schedule by the City Council. Minutes /Meeting Recording; 8. Excepting the Planning & Zoning Commission and Personnel Arbitration Board, responsibility of taking notes and electronically recording the commission, committee, board meetings, falls to the department liaison (staff member) to the specific meeting group. 9. Summary minutes will be produced by the City Clerk from the department liaison notes and provided to the City Council as official records of the meetings. 10. Electronic recordings of the meeting group, except the Planning & Zoning Commission, shall be kept for two years. 11. Planning & Zoning Commission meeting recordings shall continue to be kept for six years. Work Sessions: 12. _ . Commission, committees and boards shall receive the City Clerk's approval to hold work sessions to be held on a date other than that of a regularly scheduled meeting or at a time immediately prior to a regularly scheduled meeting, i.e. a 6:00 p.m. work session before a 7:00 p.m, meeting. 13. Work sessions may not be held without the approval of the City Clerk unless they occur on the night of and at the time of a regularly- scheduled advertised meeting. 14. During work sessions, only items on the work session agenda may be discussed and no formal actions may be taken. 15. All commission, committee and board meetings must be given appropriate public notice. Basic Meeting Information: 16. Rules of Order: Pursuant to KMC 1.15.120(b) and KMC 1.90.050(c), in all matters of parliamentary procedure, Robert's Rules of Order, as revised shall be applicable and govern all meetings, unless as specified in KMC 1. 15.060 (motions), KMC 1.15.100 (speaking), and KMC 1.15.110 (voting). 17. Quorum: No meeting may proceed in the absence of a quorum, i.e. a quorum is more than one -half of the board /commission (quorum of the whole). 18. Motion: Pursuant to KMC 1.15.060(k), all motions require a second. A majority of votes is required to pass a motion (three, if a five - member board; four, if a seven - member commission; five, votes if a nine- member board). 19. Speaking: In a meeting, members should be recognized by the Chair before speaking. 20. When is it a Meeting ?: if any public business is discussed collectively by four or a majority of members of one commission, committee, board, or council. EFFECTIVE: This directive shall take effect June 17, 2010 and remain in effect until modified by the Kenai City Council. KENAI CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESSIONS PAGE 3 Approved by the Kenai City Council on the 16th d of J 2010. ATTEST: E PAT PORTER, MAYOR 2e ., &/1 ' Carol L. Freas, tity Clerk elf Revised 6/16/2010 10 Chapter 19.05 PARKS AND RECREATION COMMISSION Kenai Municipal Code Up Previous Next Main Collapse Search Title 19 PARKS AND RECREATION Chagter 19.05 PARKS AND RECREATION COMMISSION 19.05.010 Creation. (Ord. 416, repealed 1161) 19.05.020 Duties and powers. The Commission shall be required to do the following: Page 1 of I Print No Frames (a) Develop, adopt, alter, or revise subject to approval by the City Council, a master plan for the physical development of recreation facilities for the City. Such master plan with accompanying maps, plats, charts, descriptive, and explanatory matter, shall show the Commission's recommendations for the development of the City's recreation facility may include, among other things: (1) Development of the type, location, and sequence of all public recreation facilities; and (2) The relocation, removal, extension, or change of use of existing recreation facilities. (b) Submit annually to the City Manager and Council, not less than ninety (90) days prior to the beginning of the budget year, a list of recommended capital improvements, which in the opinion of the Commission, are necessary or desirable to be constructed during the forthcoming three (3) year period. Such list shall be arranged in order of preference, with recommendations as to which projects shall be constructed in which year. (c) Make investigations regarding any matter related to City recreation. (d) Make and prepare reports and plans for approval by the City Council. (e) Shall act in advisory capacity in the selection of a Director of Parks and Recreation. (Ords. 416, 1161) 19.05.030 Terms and appointments to vacancies. (Ords. 416, 430, repealed 1161) 19.05.040 Qualifications of Commission members. (Ords. 416, 619, repealed 1161) 19.05.050 Proceedings of Commission. (Ord. 416, repealed 1161) htip:/ hvww .gcode.us /codes/kenai /view.php? topic= l4119_05 &showAll =1 &frames =on 1/31/2013